- 1 Why is Planning Important in Project Management?
- 2 How is the Project Plan Prepared?
- 3 How to Make Project Implementation?
- 4 How to Make Project Planning and Project Implementation with PeerBie?
A project plan is a map prepared by the project manager of how and in what way a project will be carried out. This map includes predictions about what kind of situations will be encountered and what should be done when the project will take place and aims to guide the project practitioners in this direction.
Project implementation is as important as the preparation of the project plan. Having a good plan doesn’t matter much if it’s not implemented or it can not be implemented.
Implementation of the project plan occurs when project managers stick to the plan and adapt the plan to changing conditions.
Why is Planning Important in Project Management?
A good plan is essential to achieve a successful output. A project plan provides a clear definition of how and by what methods the desired output will be achieved, and by whom the process will be managed. The project plan tries to clarify the project process from the beginning, helping to achieve an efficient working process and a satisfactory result.
Project planning not only determines where and how the employees will work, but also determines the scope and budget of the project and informs the employees about which limits they will act. A project plan includes information and solutions not only about what exists, but also about what is likely to exist, such as communication, risk, and resource management in the working process.
How is the Project Plan Prepared?
Prepare your projects comfortably with the following 6 steps:
While preparing a project plan, first of all, the project purpose should be well understood. A route should be created according to the desired result. In this process, similar projects and techniques of competing organizations should be examined, the market should be analyzed well, and the preparation of the project plan should be supported with the data obtained.
If the data obtained during the research phase is noted at least in a way that the project employees can see, everyone can submit their ideas for planning. For this, it is good to use a business management software that also provides project management, such as PeerBie. With PeerBie, you can share your notes as a post and let your teammates see and express their opinions.
Identifying who may be affected by the outcome of the project is helpful in preparing the project plan. These people can be customers, project workers or sponsors. For example, meeting with sponsors can help you determine the project budget.
Preparing a project plan first starts with determining the purpose of the project. Determining what is desired as a result of this project easily creates a bridge that extends from where you are to the result. A clear determination of the desired outputs at the end of the project enables other steps in the project planning, such as budget and scope, to be easily created.
Distribution of Roles and Tasks
Roles and tasks must be assigned to appropriate people for effective project management. The project leader should assign tasks according to the competencies of the employees and should encourage working together by forming teams when appropriate.
With PeerBie, you can see the calendars of the employees and assign tasks according to their availability.
After the project purpose and task distribution are determined, step-by-step planning should be done to achieve the desired goal. First of all, it should be determined who will do what and where. Secondly, a roadmap should be created by planning details such as the communication plan, scope and timeline.
You can create and assign tasks in business management applications such as PeerBie. PeerBie also provides data on who is working on which task and how long it takes to complete and allows you to evaluate project progress and performance.
Communication is essential for a successful project. You can make adjustments to your project plan by explaining what benefits your project will bring to your stakeholders and taking into account your stakeholders’ feedback.
How to Make Project Implementation?
After a project plan has been prepared, it is time to make project implementation to achieve the goal. Project implementation is the process of putting a prepared project plan into practice. In order to get a successful output from the prepared plan, it must be managed correctly.
There were some steps to be followed for a successful project plan implementation, here are those steps;
Evaluate the Plan
Be sure to evaluate the prepared plan before implementing it. Ensure that project workers properly understand the desired outputs.
Be prepared to be flexible as absolute sticking to the plan will be very strict. Before you start implementing the plan, ask your stakeholders and employees to review the plan. Identify the deficiencies of the plan, if any, and check whether it has been revised according to the opinions of your stakeholders and employees.
It is important to stick to the plan during this step but making changes in the plan and being flexible allows the project process to progress more smoothly.
At this stage, examine whether the team’s performance is compatible with the criteria such as the timetable and budget given in the plan. If the project employees have deficiencies that will prevent the project from being successful on time, ensure that these deficiencies are corrected.
This is the step where communication is the most important. In order to the process to proceed smoothly, project employees must be in communication. A transparent progress process helps ensure that the project is implemented as planned. It is necessary to keep in touch not only with the project employees but also with the project stakeholders and keep them informed of the progress.
No matter how perfect the prepared project plan is, it should be changeable. You may have a very good plan, but your employees may have difficulty in implementing it, or your customers’ project requests and expectations may change. In such cases, you should be able to change your plan.
Not only the change of the project, but also due to the change of the project, additional needs may arise, such as more personnel. For these cases, it is best to leave allowance in the preparation of the plan.
Each prepared project plan changes. What matters is how this process is managed. Being in contact with your employees and customers and taking into account their feedback can facilitate the management of the process. Remember, how this process is managed definitely affects the outcome and success of the project.
Analyzing the Process
It is important to examine what kind of results the project has produced during its implementation and how it has progressed. If there is any factor that hinders the progress of the process, you can detect it through analysis and take the necessary measures. Process analysis is not just on paper, communication is also a good way to analyze. Keep in touch with your team and take their opinions into account.
With PeerBie, you can track tasks, their execution time, and who did it. By PeerBie, which also provides communication within the team, you can easily analyze the deficiencies, current situation, performance and progress and make revisions as a result.
After the planned and managed project is completed, be sure to get feedback from your employees, customers and other stakeholders about the outcome of the project. They definitely have analyzes about the plan, the operation of the plan, the difficulties in the process, ask them to share their analysis. This will be a guide for your future projects.
Preparing Final Report
After the project is finished, prepare a report on how the project is progressing along the projected line and share it with your stakeholders. Explain in the report what changes you have made to finalize the project according to the determined budget and time. These reports will also be an experience for future projects and will contribute to the development of the project management culture within the organization in the long run.
How to Make Project Planning and Project Implementation with PeerBie?
PeerBie is a business management software. With PeerBie, which provides the opportunity to facilitate project management, you can collect the information you need in one place and manage the entire process from one place.
First of all, with PeerBie you can get information about how the process is progressing by always staying in touch with your project employees through intra-team communication. You can store all the information and documents you need in project planning and process management in PeerBie, which offers cloud-based storage, and share them with your teammates. With the issue management feature, you can record the problems encountered during the process and present them as a report. With task management, you can assign tasks, see tasks, speed of completion of tasks and the person who completed them on PeerBie. You can also evaluate the progress of the project and the performance of the team.